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March 10, 2016 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING MARCH 10, 2016 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A10) *February 25, 2016 Council BUSINESS ARISING FROM MINUTES DELEGATIONS (B1 - 132) 10:00 a.m. Committee of Adjustment - Minor Variance - North Part Lot Y, Concession B Eastern Division (Simpson) (131, C9a). 11:15 a.m. Janet Given - Eagle Community Centre (D11). 11:30 a.m. Michael Howard -West Elgin Secondary School - Presentation REPORTS (Cl- C10) 1. ROADS a) *Monthly Report 2. RECREATION/EMERGENCY MANAGEMENT a) *Monthly Report 3. WATER DISTRIBUTION SYSTEM a) *Operations Report b) *Annual Summary Report for the West Elgin Distribution System 2015 c) *Drinking-Water System Regulation O. Reg. 170103 Annual Report March 10, 2016 ............. Page 2 4. WASTEWATER 5. BUILDING a) *Monthly Report 6. BY-LAW ENFORCEMENT a) *Monthly Report 7. DRAINS 8. ADMINISTRATION a) *Report - Recycling Bins for Landfill b) *Report - Decommission Water Well - Scott Pitt c) *Report - Port Glasgow Trailer Park - Park Operator d) *Report - Budget Timeline 9. PLANNING a) *Report— Minor Variance Application for Premier Quality Genetics Inc. c/o Jacob Simpson, 26360 Dymock Line 10. ACCOUNTS CORRESPONDENCE (D1 - D8) COUNCIL CONSIDERATION - ACTION RECOMMENDED: 1.* Revitalization of Ailing Business in Downtown Rodney Petition; 2.* Rodney Aldborough Agriculture Society - Request for Purchase of Tables; 3.* Lower Thames Valley Conservation Authority - Flyer for Guided Hikes and Tours over March Break; 4.* West Lorne Optimist and West Elgin Recreation Committee - Fast and Furious - 5km and 10km Road Race, 5 km Walk on May 15, 2016 - 9am Start; 5.* Minister Responsible for Senior Affairs - 2016 Senior of the Year Award; 6.* Township of Minden Hills - Request for Support - Review of the New OPP Billing Model; 7.* Rodney Driving Club - Request to use the Sand Ring at the Rodney Fairgrounds; March 10, 2016 ............. Page 3 8.* Cactus, Cattle and Cowboys Committee - Informing Council of Back to Back Horse Show on July 9, 2016 and July 10, 2016 at the Rodney Fairgrounds. 9.* Technical Advisory Committee response to LENSLA regarding Elgin County Shoreline Management Plan; 10.* Cactus, Cattle and Cowboys - Request for Road Closure for Horse Parade on July 9, 2016. 11.* Eagle Community Centre - Request for Support - Ontario Trillium Grant RECOMMENDED TO ACCEPT & FILE: 12. AMO • Watch File - February 25, 2016; • Watch File - March 3, 2016; 13. Premier of Ontario - Reply re; Wind Energy Projects; 14. Notification of Land Division Committee meeting for Application No. E 11116 Part Lot 8, Concession 7, Municipality of West Elgin on March 30, 2016 at 10:15 a.m. at Elgin County Council Chambers. BY-LAWS: By-Law No. 2016-08 Establishment of the West Elgin Fire Department By-Law No. 2016-18 Authorize Signing of Agreement - Fire Chief By-Law No. 2016-19 Appointment of West Elgin Fire Chief By-Law No. 2016-20 Authorize Signing of Agreement - Legal Services MINUTES (E) *January 14, 2016 Cactus, Cattle and Cowboys Committee NOTICE OF MOTION OTHER BUSINESS (G1 — G4) 1. Council Announcements 2. MPoWER discussion 3. Closed Session • Labour Relations or employee negotiations (M.A. s.239 (2)(d). 4. Strategic Visioning Review Session CONFIRMING BY-LAW i March 10, 2016 ............. Page 4 ADJOURNMENT NEXT MEETINGS: March 24, 2016 Council March 31, 2016 Council Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act(MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. A MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS FEBRUARY 26,2016 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Joe Seman, Jonathan Wolf, Richard Leathern STAFF PRESENT Scott Gawley, C.A.O.-Clerk Kamran Ali,Treasurer Spencer Pray, Deputy Clerk Lee Gosnell, Public Works Superintendent Heather James, Planner ALSO PRESENT Jim Simpson, PGTP Manager CALL TO ORDER The Mayor called the meeting to order at 9:32 a.m. DECLARATION OF PECUNIARY INTEREST None declared. ADOPTION OF AGENDA RES. NO.1 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for February 25, 2016 as printed and circulated. DISPOSITION: Carried APPROVAL OF MINUTES RES. NO.2 Moved by Semen Seconded by Bodnar RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated; February 11,2016 Council February 11,2016 Public Meeting—Zoning By-law Amendment—South Part Lot 21, Concession B Eastern Division (Land riault/Garmon) DISPOSITION: Carried BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 P.m. Port Glasgow Trailer Park Budget Also in attendance: 20 stakeholders signed-in February 25, 2016 .....Page 2 of 10 This portion of the Council meeting was held in the Rodney Fire Department training room(adjacent to the main administration building). Council went through the proposed 2016 Port Glasgow Trailer Park Budget including operational and capital costs. Although not a Public Meeting, Council permitted questions from those in attendance about the 2016 Budget itself before putting any resolutions forth. Council thanked everyone for coming and continued its Council Meeting back in Council Chambers in the Municipal Office. REPORTS 1. ROADS 2. RECREATIONIEMERGENCY MANAGEMENT 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER 5. BUILDING 6. BY-LAW ENFORCEMENT 7. DRAINS 8.ADMINISTRATION a) Report-_Landfill Monitoring Well Repair RES. NO.3 Moved by Wolf Seconded by Seman RESOLVED that the Report-Landfill Monitoring Well Repair dated February 25, 2016 from the Public Works Superintendent be received; AND THAT Council accepts the quotation from Direct Environmental Drilling Inc. in the amount of$3,020.00 plus applicable taxes for the installation of a new Monitoring Well at the West Elgin Landfill. DISPOSITION: Carried b Report-2016 Tax Schedule RES. NOA Moved by Leatham Seconded by Bodnar RESOLVED that the Report-2016 Tax Schedule dated February 25,2016 from the Treasurer be received; AND THAT Council approves for the 2016 Tax Schedule. DISPOSITION: Carried c Report-Sale of Su!plus Property at 175 Main Street West Lorne RES. NO.5 Moved by Wolf Seconded by Seman RESOLVED that the Report-Sale of Surplus Property at 175 Main Street,West Lorne dated February 25,2016 from the Treasurer be received; A-3 February 25,2016 .....Page 3 of 10 RES. NO.5 Cont'd AND THAT Council approve the sale of property declared surplus which is owned by The Municipality of West Elgin located at 175 Main Street, West Lorne. AND FURTHERMORE that Council direct staff to follow By-law 2002-41 being a by-law to provide for procedures for the sale of land owned by the Corporation of the Municipality of West Elgin and By-law 2007-32 being a by-law to establish By-law 2002-41 as a municipal policy and further to provide an exemption to By-law 2002-41 to provide for procedures for the sale of land owned by the Corporation of the Municipality of West Elgin, DISPOSITION: Carried d Report-2016 Port Glas ow Trailer Park Bud et RES. NO.6 Moved by Wolf Seconded by Seman RESOLVED that the Report-2016 Port Glasgow Trailer Park as dated February 25, 2016 from the Treasurer be received; AND THAT Council approve the proposed 2016 Budget for the Port Glasgow Trailer Park as submitted. DISPOSITION: Carried e Report-Appointment of Secrets /Treasurer and members of the Committee of Adjustment RES. NO.7 Moved by Leatham Seconded by Bodnar RESOLVED that the Report-Appointment of Secretary/Treasurer and members of the Committee of Adjustment as dated February 25,2016 from the Deputy Clerk be received; AND THAT Council appoint the C.A.O.-Clerk as Secretary/Treasurer with the Deputy Clerk as an alternate; AND THAT the Committee of Adjustment be as follows until December 31, 2016; 1. Mayor Bernie Wiehle Chair and Committee Member 2. Deputy Mayor Mary Bodnar Vice-Chair and Committee Member 3. Councillor Richard Leatham Committee Member 4. Councillor Jonathan Wolf Committee Member 5. Councillor Joseph Seman Committee Member AND FURTHERMORE that the appropriate by-law be brought forth. DISPOSITION: Carried 9. PLANNING a Report-Pro used Consent Application for Allan Barfett and Sha ne Vandendries RES. NO.8 Moved by Bodnar Seconded by Leatham RESOLVED that the Report-Proposed Consent Application for Allan Barfett and Shayne Vandendries dated February 25, 2016 from the Planner be received. February 25,2016 .....Page 4 of 10 RES, NO.8 Cont'd AND THAT the Council of the Municipality of West Elgin recommend approval to the Land Division Committee of the County of Elgin for the proposed severance application No E.11/16 provided the following conditions are included: a) That a Zoning By-law Amendment is in force and effect for the severed and retained parcels; b) That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement; c) That Municipal drain re-apportionments(if required) have occurred; d) That a mutual drainage agreement(under Section 2 of the Drainage Act)has been prepared to provide a legal drainage outlet for the newly created residential lot; e) That requirements of the Municipal Road Department regarding access and/or drainage have been met; f) Water and/or sewer connection fees, if applicable have been paid; g) That taxes have been paid in full; h) That two copies of the registered surveyed have been provided to the Municipality;and, i) That the solicitor provides an undertaking that a copy of the registered deed for the severed lands once the transaction has occurred will be provided to the Municipality. DISPOSITION: Carried 10.ACCOUNTS RES. NO.9 Moved by Bodnar Seconded by Seman RESOLVED that the Mayor and Treasurer are hereby authorized to sign Payment Voucher#2A amounting to $257,801.05 in settlement of General, Road,Water, and Arena Accounts (including cheques#21337-21417). DISPOSITION: Carried CORRESPONDENCE: 1. AMOILAS -Request for Support- Broader Investment Powers; RES. NO.10 Moved by Leatham Seconded by Bodnar WHEREAS municipalities are required to invest their reserves in accordance with the Municipal Act,2001 and Ontario Regulation 438/97(as amended),which specifically outlines allowable investments; AND WHEREAS to ensure the sustainability and sound stewardship of the municipality's investments,the municipality is of the opinion that changes should be made to the Municipal Act, 2001 and Ontario Regulation 438197(as amended), to allow for the prudent investment of reserves, if those investments are professionally managed and part of a broader investment strategy; AND WHEREAS the Prudent Investor Standard is an industry accepted best practice in effectively managing a portfolio of A ,5 February 25,2016 .....Page 5 of 10 RES. NO.10 cont'd investments, and the Standard applies to investments, not in isolation, but in the context of the portfolio of investments and as part of an overall strategy,that should incorporate acceptable risk and return objectives suitable to the stakeholders; AND WHEREAS the Province is conferring"Prudent Investor" status on the City of Toronto to enable greater diversification in portfolio management, AND WHEREAS the Association of Municipalities of Ontario(AMO), Local Authority Services(LAS), and the Municipal Finance Officers Association of Ontario(MFOA), have long requested that the Prudent Investor Standard apply to all municipal investments that are invested with The One Investment Program; AND WHEREAS in 2005, municipalities were granted the ability to invest in longer-term corporate bonds and Canadian equity investments via only the One Investment Program, and the One Investment Program has demonstrated strong investment returns for municipalities within these'new' investment sectors; AND WHEREAS the institutional portfolio managers utilized by the One Investment Program recommend that the Prudent Investor Standard approach is a more appropriate approach to investing; AND WHEREAS operating municipal investments under the Prudent Investor Standard is precluded by the Municipal Act, Eligible Investments, in its current form; THEREFORE BE IT RESOLVED THAT Council support the request of AMO LAS and MFOA to amend e d Ontario Regulation 438197 (as amended)of the Municipal Act, 2001,to allow municipalities to invest consistent with the Prudent Investor Standard, if such investments are through the One Investment Program. DISPOSITION: Carried 2. Aldborough Public School-Aldborough Volunteer Parent Council— Requesting waiver of fees for use of the West Elgin Recreation Centre for Fundraising Dance—Proceeds will go towards New School Outdoor Equipment; RES. NO.11 Moved by Leatham Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin authorizes waiving the rental fees for use of the West Elgin Recreational Centre on March 10, 2016 from 4:00 p.m.to 9:00 p.m. for the Aldborough Volunteer Parent Council Fundraising Dance. DISPOSITION: Carried 3. Municipality of Bluewater-Request for Support-Reinstate Incentives for Physicians to practice in rural areas. RES. NO.12 Moved by Bodnar Seconded by Seman WHEREAS Ontario's growing and aging population is putting an increasing strain on our publicly-funded health care system; AND WHEREAS since February 2015, the Ontario government has made an almost 7%unilateral cut to physician services expenditures which cover all the care doctors provide to patients- including cuts to programs which are specifically designed to act as incentives for physicians to practice in rural areas; AND WHEREAS the decisions Ontario makes today will impact patients' access to quality care in the years to come and these i 1�✓ February 25, 2016 .....Page 6 of 10 RES. NO.12 Cont'd cuts will threaten access to the quality, patient-focused care Ontarians need and expect; AND WHEREAS Ontario in experiencing a growing rural population as retirees move to the countryside; AND WHEREAS many rural municipalities in Ontario have formed physician recruitment and retention committees and strategies to deal with the reality of physician retirements and shortages; AND WHEREAS rural areas in Ontario are already at a distinct disadvantage in recruiting family physicians due to a number of factors; NOW THEREFORE BE IT RESOLVED that the Council of the Municipality of West Elgin hereby requests that the Minister of Health and Long Term Care reinstate incentives for physicians to practice in rural areas of Ontario, and that the minister return to the table with Ontario's doctors and work together through mediation-arbitration to reach a fair deal that protects the quality, patient-focused care Ontario families deserve; AND BE IT FURTHER RESOLVED that copies of this resolution be sent to the Premier of Ontario, the federal and provincial Ministers of Health,the Ontario College of Physicians and Surgeons, and all municipalities in Ontario. DISPOSITION: Carried 4. Ontario Small Urban Municipalities—OSUM Executive Nomination for 2016-2018 term. 5. Elgin St.Thomas Public Health- Farm Housing Accommodations for Local and Off Shore Workers. 6. Township of Cavan Monaghan-Request for Support-Consultation on Primary, Home, and Community Health Care; 7. West Lorne Lawn Bowling Club-Request for Funding; RES. NO.13 Moved by Bodnar Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin defer the decision to 2016 Budget Discussions. DISPOSITION: Carried 8. Elgin County OPP 2015 Year End Report; RECOMMENDED TO ACCEPT&FILE: 9. AMO Watch File-February 11,2016; • Watch File- February 25, 2016. 10. Elgin County Council Highlights-February 9, 2016. 11. Policing Consultations Announced - Police Services Act. 12. Ontario Good Roads Association-Premier Wynne Announces Additional Funding at the 2016 OGRAIROMA Combined Conference. 11 AMO-Welcomes Increased Infrastructure Funding for Municipalities. 14. Lower Thames Conservation Authority-Holds a General Meeting- Approves Budget for 2016. 15. Elgin County-Invitation to the 8«'Annual Warden's Charity Golf Tournament. February 25, 2016 .....Page 7 of 10 RES. NO.14 Moved by Seman Seconded by Bodnar RESOLVED that the above correspondence items numbered 4,5,6,8,9-15 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2016-14 Interim Tax Levy RES. NO.15 Moved by Leatham Seconded by Wolf RESOLVED that the mover be granted leave to introduce a By-Law to provide for an Interim Tax Levy for the year 2016 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.16 Moved by Seman Seconded by Bodnar RESOLVED that a By-law to provide for an Interim Tax Levy for the year 2016 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2016-14 Interim Tax Levy. DISPOSITION: Carried 2. B r�Law No. 2016-15 Appoint Treasurer RES. NO.17 Moved by Seman Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-law to appoint a Treasurer, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.18 Moved by Bodnar Seconded by Seman RESOLVED that the By-law to appoint a Treasurer shall now be read a third time and finally passed, signed,sealed and numbered By-law Number 2016-15 Appoint Treasurer. DISPOSITION: Carried 3. By-Law No, 2016-16 Appoint Secretary_/Treasurer and members of the Committee of Adjustment RES. NO.19 Moved by Bodnar Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-law to appoint the Secretary/Treasurer and members of the Committee of Adjustment and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.20 Moved by Wolf Seconded by Leatham RESOLVED that a By-law to appoint the Secretary/Treasurer and members of the Committee of Adjustment be now read a third time and finally passed, signed, sealed and numbered By-law Number 2016-16 Appoint Secretary/Treasurer and members of the Committee of Adjustment. A ,w February 25,2016 .....Page 8 of 10 RES. NO.20 Cont'd DISPOSITION: Carried MINUTES RES. NO.21 Moved by Seman Seconded by Wolf RESOLVED that the minutes of the following committee meeting be received; West Elgin Arena Board—February 9, 2016 DISPOSITION: Carried NOTICE OF MOTION Deputy Mayor Bodnar made a motion to have a discussion about the MPoWER Committee. Where they are going? What is the future of MPoWER? Council directed staff to arrange for OPP Detachment Commander Inspector Brad Fishleigh to come a Council meeting to speak about the Year-End Report and to address any concerns that Council may have. OTHER BUSINESS 1. Council Announcements Councillor Leathern -Summarized the First Responders discussion at the ROMA/OGRA conference -Mentioned that the Vendors at the event provided a wealth of information -Discussed Local Health Integration Network funding issues and their correlation to the Health Board. Councillor Wolf -Concurred with Councillor Leatham's comments about the ROMAIOGRA conference seminars being geared towards larger urban centres of which are considered to be rural. -Mentioned that he attended Automated Car and Roundabout discussions. Councillor Semen -Councillor Semen attended Environmental Seminars of which spoke to topics of interest to Southwestern Ontario and of West Elgin's region;topics including geese,wheat, and weeds. Deputy Mayor Bodnar Attended the Community Hubs seminar and commented on ideas that other communities have done. -Announced that on Monday March 7,2016 that the West Elgin Community Watch will be meeting at the Rodney Legion at 7:00 p.m. Officer Troy Carlson will be attending. Mayor Wiehle Attended the Western Warden's Regional Economic Development Forum. -Attended a meeting with the Parliamentary Assistant regarding Boards of Health. February 25, 2016 .....Page 9 of 10 Mayor Wiehle Cont'd -Concerns about OMFP funding formula -Public Works Superintendent recognized for having top marks at Awards Luncheon at ROMAIOGRA conference. -Minister of Environment and Climate Change admitted concerns about the lack of movement on Environmental Approvals process. -Mayor Todd Case of Warwick Township brought up the idea of communities of 5,000 -10,000 populations about coming together on issues. CLOSED SESSION RES. NO.22 Moved by Seman Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Personal matters about an identifiable individual(M.A. s.239 (2)(b)); • A proposed or pending acquisition or disposition of land by the municipality or local board (M.A. s.239(2)(c)). DISPOSITION: Carried RES. NO.23 Moved by Bodnar Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT Direction was given to the C.A.O.-Clerk. OTHER BUSINESS 3. Strategic Visioning Review Session Council and Municipal staff discussed and identified areas requiring action that ought to be integrated into the Strategic Plan. Further research by Municipal Staff will be done and brought forth to Council. CONFIRMING BY-LAW RES. NO.24 Moved by Leatham Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on February 25, 2016 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES, NO.25 Moved by Bodnar Seconded by Seman RESOLVED that a By-law to confirm the proceedings of the meeting held on February 25, 2016 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2016- 17-Confirming By-law February 25, 2016. February 25, 2016 .....Page 10 of 10 RES. NO.25 Cont'd DISPOSITION: Carried ADJOURNMENT RES. NO.26 Moved by Seman Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 4:12 p.m.to meet again on March 10,2016, DISPOSITION: Carried These minutes were adopted on the 10th of March, 2016. Bernie Wiehle R. Scott Gawley Mayor C.A.O.-Clerk V PhP Y� A 4 I U u T '4 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: March 10, 2016 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for March, 2016 DISCUSSION: 1. West Elgin's new roll-off unit finally arrived on February 22"d. The truck has been used for winter operations and performed well. Viking —Cives will be coming to provide training on the roll-off system to all public works operators as this technology is `first of its kind"for the Municipality. 2. Landfill operations are progressing well. With the bulk of clean-up now complete, focus is shifting to general maintenance items and improvement to the recycling program. Specifications for the new recycling containers have been set and quotes for their construction are being received. These bins will be more user friendly than the temporary ones currently in place. 3. Gerber Electric completed the streetlight conversion in early February and initial reaction to the new LED lighting has been positive. 4. Winter operations were steady in February with equipment being deployed on 15 of 29 days during the month. 5. Additional items in February were tree removal, pothole patching, drain maintenance and sign repair. Respectfully Submitted, Reviewed by: Lee Gosnell Gawley, PA, A Public Works Superintendent C.A.O./Clerk Attachments None VwvLrys �( fib T l{ The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, Parks and Arena Superintendent, CEMC DATE: March 10 2016 SUBJECT: Monthly report for Council RECOMMENDATION: THAT Council receive and file. INTRODUCTION: • The 2015 /2016 Arena Ice season went well from our perspective. The ice use was up slightly over the previous season and we had few mechanical difficulties. There were some issue regarding some user groups but these were dealt with in a timely manner with cooperation from all involved. • Preparations are underway to hire the summer staff for the pool, playground and the parks. There were surprisingly few applicants this year but we did receive enough. • Budget preparations are underway and almost complete for Parks and Recreation including the Arena. DISCUSSION: Respectfully Submitted, Reviewed by, Jeff Slater co Cawley, CPA, C Arena / Parks Superintendent CEMC C.A.O.-Clerk-Treasurer s � c � s� s _ r • • • ` * , �a d G� r � k" !In k,t S�hrvi' dam/ 1 F Y 1 4} �I Z rrY �6 1 {Iyq - i�, — � a r — @ z i� Flaw i,. t Facility Name: West Elgin Distribution System ORG#: 1266 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: - JANUARY: . There were no compliance or exceedance issues reported this month. FEBRUARY: There were no compliance or exceedance issues reported this month. SECTION 2: INSPECTIONS FIRST QUARTER: JANUARY: There were no MOIL or MOECC inspections for January. FEBRUARY: There were no MOL or MOECC inspections for February. SECTION 3: QEMS UPDATE FIRST QUARTER: JANUARY: There have been changes made to job titles which will require the Operational Plan to be updated. This will occur later in the year and identified through the Management Review, which is scheduled in July. FEBRUARY: The SOP for watermain repair was updated based on the new procedure the MOECC issued for watermain disinfection. The internal audit is scheduled for April I". SECTION 4:_PERFORMANCE ASSESSMENT REPORT (see attached Round Sheets) FIRST QUARTER: JANUARY: Chlorine residuals have been maintaining very well for the past month. All sampling and testing met regulatory requirements. Trihalomethanes (THMs) are up 7.7% comparing results of January 2015 to January 2016. THMs are monitored on a quarterly basis. FEBRUARY: All sampling and testing met regulatory requirements. Testing for Schedule 15.1,the lead sampling program, was completed this month. .I SECTION 5: OCCUPATIONAL HEALTH &SAFETY FIRST QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted in January. SECTION 6: GENERAL MAINTENANCE FIRST QUARTER: JANUARY: 04, 11, 18, 25: Collected weekly bacti samples in the West Elgin distribution system 18: collected THM sample 01, 04, 06, 08, 11, 13, 15, 18, 20, 22, 25, 27, 29: West Elgin facility checks and readings 01, 08, 15, 22, 29: Weekly auto flusher rounds in West Elgin 15: Watermain repair at the corner of Monroe &Wellington St. in West Lorne; replaced 35" section of 6" water main, 2x6° hymax couplers, 1x6" saddle, reconnect one customer line. 18: Replaced batteries and rewire the auto flusher timer opposite 21509 Hoskins Line 08: Monthly chamber meter readings 26, 27: West Elgin Distribution monthly sample point rounds 19, 29: Valve operations in the Village of Rodney FEBRUARY: 01,08,16,22,29: collected weekly bacti samples in the West Elgin distribution system 01: completed schedule 15.1 samples from distribution system 01,03,05,08,10,12,15,16,17,19,22,24,26,29: West Elgin facility checks and readings 01: monthly sample station checks and residuals 05,12,19,26: weekly auto flusher rounds in West Elgin 02,03,09,24: valve operations village of West Lorne and rural 16: 24988 Gray Line- replace valve and solenoid assembly on auto flusher, ran several times to ensure proper operation SECTION 7: ALARM SUMMARY FIRST QUARTER: JANUARY: No alarms this month. FEBRUARY: No alarms this month. SECTION 8: COMMUNITY COMPLAINTS&CONCERNS FIRST QUARTER: JANUARY: No complaints or concerns this month. FEBRUARY: No complaints or concerns this month. � ■ 2 . » \ 2 ^ < § a a y « s w y « v ƒ k / § \ § \ 0 d ƒ } § Lo _ w co co k � s � � � ) 2 I % - o ■ § / ¥ Sa \ � § § § \ e � � � eeo \ � § e / o \ n § f § \ 22 / ■ £ § im C3 C3 C3 © o o \ co Lo A .1 V4 k ? ? \ ». ? v 8 _ \ _ k e ° » 2 7 } / cc 0 § w ) 2 b \ 0 t £ § 3 \ / J2 § . tv � E k t L 2 ■ o ■ ■ o 7 � ■ e0d to « = = to � G � k � � ? � , � ) � � � � � � ] � 5 � 55 � ] � � � § � ; ) � � 2 2 ) \ 2 ) \ 2 i§l \ ) & § \ � ) § i I \ Ontario Clean Water Agency +V~ Agency Ontarlenne Des Eaux March 3�d, 2016 Scott Gawley Corporation of the Municipality of West Elgin 22413 Hoskins Line Rodney,ON NOL 2C0 Re:Requirement under the Safe Drinking Water Act for a Summary Report Dear Mr.Gawley; Attached is the 2015 Summary Report for the West Elgin Distribution System for January 1St to December 31St,2015. This report is completed in accordance with Schedule 22 of 0. Reg. 170/03, under the Safe Drinking Water Act. This Summary Report is to be provided to the members of the West Elgin Municipal Council. Please ensure this distribution by March 31, 2016. We recently forwarded a copy of the 2015 Annual Report for the West Elgin Distribution System required under Section 11 of 0. Reg. 170/03. Section 12 of 0. Reg. 170/03, requires both the Summary Report and the Annual Report be made available for inspection by any member of the public during normal business hours,without charge. The reports should be made available for inspection at the office of the municipality, or at a location that is reasonably convenient to the users of the water system. Please feel free to contact me should you require any additional information regarding these reports. I can be reached at 519-768-9925. Sincerely, Cindy Sigurdson Operations and Compliance Team Lead cc. Dale LeBritton, Regional Hub Manager Ontario Clean Water Agency Wgence Ontarlenne Des Eaux Annual Summary Report For the West Elgin Distribution System 2015 Prepared for the Municipality of West Elgin By the Ontario Clean Water Agency Table of Contents 9 wr~ r t Nr-^y P '4S t yq gYl.rw i 3.P 6fli I rll�_ ' H1 k _ 11 iy7,.,5lA,,{7 ;i.]r-I•� 4v`3 "d w`?. - inn r.s�v�hl t'r�+b 6�1 @..rN 1 Overview of System 1 Compliance with Regulations 2 Schedule 22-2 (2)(a) List the requirements of the Act,the regulations,the 1 system's approval, drinking water works permit, municipal drinking water licence, and any orders applicable to the system that were not met at any time during the period covered by the report Corrective Actions 3 Schedule 22-2 (2)(b) For each requirement referred to in section 2 that was 1 not met, specify the duration of the failure and the measures that were taken to correct the failure. Flow Summary Schedule 22-2 (3) 1.A summary of the quantities and flow rates of the water supplied during the period covered by the report 4 2. A comparison of the summary referred to in paragraph 1 to the rated 1 capacity and flow rates approved in the system's approval, drinking water works permit or municipal drinking water licence,or if the system is receiving all of its water from another system under an agreement pursuant to subsection 5 (4),to the flow rates specified in the written agreement. APPENDIX A Distribution flows for January 1, 2015 to December 31, 2015 SECTION 1: Overview This summary report for the West Elgin Distribution System is published in accordance with Schedule 22 of Ontario's Drinking Water Systems Regulation for the reporting period of January 1St to December 31St, 2015. The West Elgin DS is categorized as a Large Municipal Residential Drinking Water System. The West Elgin DS was separated from the Tri-County Drinking Water System August 31st, 2014 and was - issued its own water works number. The West Elgin DS operated in accordance with the Municipal Drinking Water Licence 304-101(issue 1: December 9, 2014)and Drinking Water Works Permit 304-201(issue 1: December 9, 2014). This report was prepared by The Ontario Clean Water Agency on behalf of the Municipality of West Elgin and must be supplied to the West Elgin Municipal Council by March 31,2016. SECTION 2: Compliance The West Elgin DS was operated and maintained in such a manner that treated water supplied to the consumers serviced by the system satisfied Ontario Drinking Water Quality Standards. However,some of the regulatory requirements were not met as identified in the MOECC inspection Report. There were two routine inspections conducted in 2015. The first one was conducted on February 20, 2015. The inspections cover off the following topics: treatment processes, distribution system, operations manuals, logbooks,consumer relations, certification and training,water quality monitoring and treatment process monitoring. The inspection is then assigned a rating based on risk,this inspection report identified no non-compliances and as such received a final inspection rating of 100%. The second inspection occurred on December 17th, 2015,this inspection reviewed the following topics: treatment processes,distribution system, operations manuals, logbooks,consumer relations, certification and training, water quality monitoring, reporting and corrective actions and treatment process monitoring. The inspection report identified no non-compliances and received a final inspection rating of 100%as well. SECTION 3: Corrective Action There were no non-compliances identified in the MOECC Inspection Reports for the West Elgin DS and none identified since the inspections. SECTION 4: Summary and Discussion of Quanti1y of Water Supplied In accordance with Schedule 22-2(3)find a summary and discussion of the quantity of water supplied during the reporting period. There are no rated capacities specified in the MDWL or DWWP. The West Elgin Distribution System is supplied from the Tri-County Drinking Water System, West Lorne Train. The flow is metered as it leaves the plant, the volume supplied in 2015 was 1,128,681m3. This flow is distributed to the following distribution systems: West Elgin Distribution System Annual Summary Page 1 of 2 I -West Elgin Distribution System -Southwest Middlesex Distribution System -Dutton Dunwich Distribution System -Newbury Distribution System -Bothwell Distribution System There are various meters to monitor flow to and through the West Elgin Distribution System and the other distribution systems that are supplied. Attached as Appendix A,find a summary of the various flow meters throughout the distribution system. f West Elgin Distribution System Annual Summary Page 2 of 2 .N,, ko Ln %t o Ln cn 0q `" CO m N 5 <t oo r- N Ct m. rl cn - fp 1[J et a 00 M N O ri 'C1 rl Yy N '' Lu 3 ~ rI rl N N N N 17 14 N m U � .�. ri n � 'Ch � ` c £ Ch et et m cl'' Lo C1' Ln W Im Ln On r. o I to �t is fn: e� t!'i Qj L/1 y C AW .2 L m t- C1 QO rl CP: N� lQ 6A: tb rl Ua. O 1-: E d r-" IV N fSl. M rte" Ol 01'- CA R!y':; Lry _H ice+ ...� e'•�; 01 00 Ol 61 N Lo = C ^' ' r n M Lf1 j C7' N Gl Cr' G 3 E 1 � to N) N CU' rl Q t a d Ln d s X L10 � 3 O LU r E to ...� Q rl M M LfS 3 UJ C +^ El! N N N N: LCi Gi:' Ln r-.; m 41.! 00 ^- H Q �. 00 M- M C4 m LR r� N- 00 V), n N y `"• Ln LrS � 3 d 3 o � a• m . m o t• m' tr 00 pop m O S a rn ��i m . O h rn 2 r$ E .in m ri: cC LCi N O cp . m N` 0.0. n 00 r O' O ° .o�p coo m �i d 3 N ., m L = a E m a 3 �` � d o -,. Q 0 0 } 1%r Ontario Drinking-Wafer Systems Regulation Q. Reg. 170103 ANNUAL REPORT Drinking-Water System Number: 260094627 Drinking-Water System Name: West Elgin Distribution System Drinking-Water System Owner: Corporation of the Municipality of West Elgin Drinking-Water System Category: Large Municipal Residential Period being reported: September 15t to December 31st, 2015 Com lete ff your Category is Large Municipal Complete for all other Cate ories. Residential or Small Municipal Residential Does your Drinking-Water System serve more Number of Designated Facilities served: than 10,000 people? Yes [ ] No [X] L . . I Is your annual report available to the public Did you provide a copy of your annual report at no charge on a web site on the Internet? to all Designated Facilities you serve? Yes [X] No [ ] Yes [ ] No[ ] Location where Summary Report required Number of Interested Authorities you report under O. Reg. 170/03 Schedule 22 will be to: available for inspection. Did you provide a copy of your annual report West Elgin Municipal Office to all Interested Authorities you report to for 22413 Hoskins Line each Designated Facility? Rodney, ON NOL 2CO Yes [ ] No[ ] List all Drinking-Water Systems (if any), which receive all of their drinking water from your system: Drinking Water System Name Drinking Water System Number n/a n/a Did you provide a copy of your annual report to all Drinking-Water System owners that are connected to you and to whom you provide all of its drinking water? Yes [ ] No [ ] N/A [X] Drinking Water Systems Regulations Page 1 of 4 (FIBS 4435e01)December 2011 r� i✓r Ontario Drinking-Water Systems Regulation 0. Reg. 170103 Indicate how you notified system users that your annual report is available, and is free of charge. [X] Public access/notice via the web [X] Public access/notice via Government Office [ ] Public access/notice via a newspaper [X] Public access/notice via Public Request [ ] Public access/notice via a Public Library [ ] Public access/notice via other method Describe your Drinking-Water System The West Elgin Distribution System receives water from the Tri-County Drinking Water System. The West Elgin Distribution System services West Lorne, Rodney and rural areas of West Elgin. The distribution system contains a network of watermains along with a water tower located in Rodney. There are sample stations, hydrants, blow offs and auto flushers located throughout the municipality for monitoring the system. The West Elgin Distribution System can provide water to the Southwest Middlesex Distribution System through an interconnect at the 401 overpass. As well,the system supplies water to the Dutton Dunwich Distribution System via Pioneer Line. List all water treatment chemicals used over this reporting period There are no chemical used for treatment in the West Elgin Distribution System. Were any significant expenses incurred to? [X] Install required equipment [X] Repair required equipment [X] Replace required equipment Please provide a brief description and a breakdown of monetary expenses incurred -Tower cleaning and inspection ($4,800) -Thawing machine ($1000) -Air release valve parts ($1,100) -chamber maintenance ($2,500) -Watermain and service repairs ($16,000) -Gate valve replacement ($2,000) -Various parts for service and meter repairs/replacement ($3,000) Drinking Water Systems Regulations Page 2 of 4 (PIGS 4435e01)December 2011 r� )rte 1% Ontario Drinking-Water Systems Regulation O. Reg. 170103 Provide details on the notices submitted in accordance with subsection 18(1) of the Safe Drinking-Water Act or section 16-4 of Schedule 16 of O.Reg.170/03 and reported to Spills Action Centre Incident Date Parameter Result Unit of Corrective Action Corrective Measure Action Date n/a n/a n/a n/a n/a n/a Microbiological testing done under the Schedule 10, 11 or 12 of Regulation 170/03, during this reporting period. No.of Range of E.Coli Results Range of Total Range of HPC Results Samples Coliform Results Collected (cfu/100mL) (du/100m1) Number (cfu/ml) for period of HPC being Minimum Maximum Minimum Maximum Samples Minimum Maximum reported # # # # # # Distribution 1 220 0 0 0 0 117 0 1 1890 Operational testing done under Schedule 7,S or 9 of Regulation 170/03 during the period covered by this Annual Report. NOTE: For No.of Samples Range of Results continuous Collected monitors use 8760 for period being Minimum Maximum i as the number of reported samples. Free Chlorine Residual 432 0.31 1.97 (mg/L) Summary of additional testing and sampling carried out in accordance with the requirement of an approval, order or other legal instrument. Date of legal instrument Parameter Date Sampled Result Unit of issued I I Measure n/a n/a n/a n/a n/a Summary of Inorganic parameters tested during this reporting period or the most recent sample results Parameter Sample Date Result Value Unit of Measure Exceedance n/a n/a n/a n/a n/a Drinking Water Systems Regulations Page 3 of 4 (PIBS 4435e01)December 2011 r • Lr QntariO Drinking-Water Systems Regulation O. Reg. 170/03 Summary of lead testing under Schedule 15.1 during this reporting period (applicable to the following drinking water systems; large municipal residential systems,small municipal residential systems, and non-municipal year-round residential systems) Location Type Number of Range of Results MAC Number of Samples Minimum Maximum (ug/L) Exceedances Distribution-Lead Results(ug/L) 6 0.03 0.48 10 0 Distribution-Alkalinity(mg/L) 6 94 103 n/a n/a Distribution-pH 6 6.90 7.89 n/a n/a Summary of Organic parameters sampled during this reporting period or the most recent sample results Sample Date Sample Number of (mm/dd/yyyy) Result MAC Exceedances MAC 1/2 MAC Trihalomethane:Total Running 53.75 100.00 No Yes (ug/L) Average List any Inorganic or Organic parameter(s)that exceeded half the standard prescribed in Schedule 2 of Ontario Drinking Water Quality Standards. Parameter Result Value Unit of Measure Date of Sample THMs 53.75 µg/L_ Running Average Drinking Water Systems Regulations Page 4 of 4 (P1BS 4435e01)December 2011 N a w a u � f„ 9 � The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOHN NOOREN, DEPUTY CHIEF BUILDING OFFICIAL DATE: March 10, 2016 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for February, 2016 No. of Permits Issued for Month of 2016 2015 February 2016 SFD New/Additions/Reno 1 1 Units Demolitions Storage New/Additions Buildings Demolitions Garages/ New Car Ports Demolitions Farm New/Additions 2 Buildings Demolitions Other New Demolitions Septic Permits 1 Renovations 1 Estimated Value for Month of February $ 105,000.00 $ 236,000.00 Permit Revenue for Month of February $ 561.80 $ 1,825.13 Year to Date Value $ 245,000.00 $ 236,000.00 Year to Date Fees $ 1,495.34 $ 1,825.13 espe ully S itted Reviewed by: i ( Joh ooren Scott w e C.P.A. G.A `�J puty Chief Building Official AdministratorlTr surer 4� 0 II. n r 5 nj y o •lass. The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: R. Scott Gawley, C.A.O.- Clerk DATE: March 10, 2016 SUBJECT: By-law Enforcement Report RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for February 2016 BACKGROUND: 308 Grass, untidy yard Order issued OPEN 357 Dead Trees Letter Sent OPEN 366 Untidy Yard & Trailer Order Issued OPEN 369 Building Condition Being Investigated OPEN Respectfully Submitted, 4c2tt eGawley, CPA, GA C.A.O./Clerk/Treasurer C -30 4y uM y iBOB The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: March 10, 2016 SUBJECT: Recycling Bins for Landfill RECOMMENDATION: THAT Council approves the quote from Wire-Tie Manufacturing of West Lorne to supply four(4)enclosed recycling bins at a cost of$36,820.00 and two (2)open top garbage bins at a cost of$15,610.00 plus applicable taxes. INTRODUCTION: As part of West Elgin's plan for the municipal landfill, the decision was made to purchase new bins that would be compatible with the new Public Works roll-off unit. DISCUSSION: Quotes were received from three manufacturers for the fabrication of six new roll- off bins (2—glass/cans/plastic, 2 — cardboard/paper and 2 open top for garbage). Wire-Tie Manufacturing $36,820.00 enclosed $15,610.00 open top Viking-Cives $38,320.00 enclosed $15,380.00 open top Fabmaster Welding $38,320.00 enclosed $15,772.00 open top These new bins will be user friendly and eliminate the need to rent bins and hire a contractor to haul. West Elgin is also eligible for a grant of up to 50% of the cost for the four recycling bins, making this a good investment for the municipality. Respectfully Submitted, Reviewed by, CK J6 Lee Gosnell c Gawley, CPA A Public Works Superintendent CAOIClerk C�S � V �Yf Vp a R rnr 2 � n `A *lags, The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, C.A.O./ClerkfTreasurer DATE: March 10, 2016 SUBJECT: Decommission Water Well — Scott Pit RECOMMENDATION: THAT Council approves the quote from Rumble Water Wells for$2,975.00 plus HST to decommission water well at 13063 Blacks Lane (Scott Pit). INTRODUCTION: The Municipality of West Elgin has a request that the water well on the property owned by the Municipality be decommissioned for safety reasons. The Municipality operated the property as a gravel pit for a number of years. DISCUSSION: Three quotes were received to decommission the Water Well: 1. Rumble Water Wells $2,975 plus HST 2. 719329 Ontario Ltd. (o/a Laskey's Services) $3,195 plus HST 3. Marsh Ltd $4,815 plus HST Respectfully Submitted by: colt Gawley, CPA, A C.A.O./Clerkffreas er C- gc aF Ky 1ry V 'M4 do r(M N u nr ISO The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, C.A.O./Clerk DATE: March 10, 2016 SUBJECT: Port Glasgow Trailer Park— Park Operator RECOMMENDATION: THAT Council awards the contract for the Port Glasgow Trailer Park—Park Operator duties to Dan Neilson for the 2016, 2017&2018 with annual review to be conducted. INTRODUCTION: The term of the present Park Operator ended at the 2015 season and Request for Proposal (RFP) was sent out for the next three years of Park Operator Duties with a closing Date of February 10, 2016 at 2:00 pm. DISCUSSION: Two proposals were received: 1. Andrea Hunniford $ 19,500.00 (based on 2015 Transient#'s) 2. Dan Neilson $ 5,200.00 (based on 2015 Transient Vs) It is recommended that a contract be prepared for the lowest RFP (based on Annual calculation of the proposal based on 2015 Transient sites) received to Dan Neilson for 2016, 2017 & 2018 Trailer Park Seasons with the following terms: 1. Park Operator retains 17% of Transient Fees collected. 2. Park Operator retains proceeds from the operation of Food Booth. 3. Park Operator pays a rental fee for Food Booth $ 1.00 per season. 4. Park Operator Duties Contract $1.00 per season (appendix A) Respectfully Submitted by: Scy, CPA, CG C.A.O./Clerk Attachments Park Operator Duties —Appendix A Request for Proposal — PGTP — Booth Operator 1 APPENDIX A Job Duties of Park Operator 1, The park and all facilities shall be made ready for the first weekend of May of each year and maintained throughout the season. 2. In general,the Park Operator duties are: a. Provide the services of a refreshment booth; b. Register(transit) campers, collect fees and assign lots(up to approximately 16 sites available for overnight camping); c. Inspect the washrooms at regular intervals(daily) and keep clean and tidy at all times; d. Maintain records of the pavilion, scout hall and picnic shelter reservations and ensure these buildings are kept clean and tidy. 3. During the period from July 1St to Labour weekend,the services of all park facilities shall be made available to the public each day from 12:00 p.m. to 9:00 p.m., and a responsible person be on duty at the park daily. 4. During the period of May, June and Labour Day weekend to October 31,the services of all park facilities shall be made available to the public: a. Monday to Thursday from 5:00 p.m.to 8:00 p.m. daily; b. Friday to Sunday from 12:00 p.m. to 8:00 p.m. daily; c. A responsible person shall be on duty at the park during these periods. S. The park Operator shall submit monies collected with back-up documentation to the municipal office the Monday (or Tuesday if Monday is a holiday) of each week. 6. The park Operator is responsible for stocking and operating the refreshment booth. In the past profits realized were considered remuneration for this responsibility, unless repairs are as a result of the negligence of the Park Operator. Types of stock and the extension of hours for special events shall be made available according to demand. 7. The Municipality will be responsible for maintaining the refreshment booth building and the existing equipment. 8. The park Operator is responsible is the additional equipment is required by the operator, 9. The booth shall be kept clean at all time and to be closed for the season on October 31 of each year. 10. The park Operator shall assist in the control of proper behaviour within the park. Any excessive swearing, drinking,noise or speeding which the Park Operator cannot control shall be reported to the Park Manager or the OPP if necessary. 11. For these services are to be part of the Request For Proposal Submissions. MUNICIPALITY% West Elgin CORPORATION OF THE MUNCIPALITY OF WEST ELGIN REQUEST FOR PROPOSAL New Glasgow Trailer Park—Park Operator 1.0 SCOPE—GENERAL: The Municipality of West Elgin owns the Port Glasgow Seasonal Trailer Park with 165 Seasonal Trailer Sites and presently up to 16 (seasonal) Transit Trailer Sites. A Park Operator is required from May 1St to October 31 each year, 1.1 Request For Proposal: The municipality invites bidders to submit a bid to provide the services at the Port.Glasgow Trailer Park The bid is to provide the duties for the next three years with an option to extend for a further 3 years. 1.2 Location of Trailer Park: Port Glasgow Trailer Park 8650 Furnival Road Port Glasgow, Ontario 1.3 Food Booth—Office: There is a proper range hood that meets current Fire Regulations in the facility to accommodate cooking in the building. Currently the food booth does not have an ice cream dipper. If the proponent is planning to serve ice cream, it will require an ice cream dipper, and then this will have to be specified in the"PROPOSAL". 1.4 Viewing of the Facilities: To arrange the tour of the facility please contact the Municipal Office 1.5 ,Questions Regarding the a Request for Proposal: Will be directed to: Scott Gawley Chief Administrative Officer/Clerk Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Rodney, Ontario NOL 2C0 E-mail: sg4wley@westelain.net Phone: 519-785-0560 2.0 GENERAL CONDITIONS• The Park Operator shall abide by all Acts, By-Laws and Regulations relative to the performance of the work at municipal, provincial and federal levels where applicable. 2.1 The Occupational Health and Safety Act: The Park Operator shall be considered as the"Contractor"under the Occupational Health and Safety Act. - 2.2 Abilily to Perform: The Contractor may be required to show, in terms of experience, equipment and facilities, evidence of its ability, as well as that of any proposed subcontractor to perform the requirements of the contract. 2.3 Insurance: The successful bidder will be responsible for their own vendors permit and liability insurance, in the amount of$2,000,000.00 (two million dollars) and the Municipality of West Elgin as an additionally named insured. The Park Operator will provide proof of such insurance to the municipality prior to gaining access to the facility in May of each year. 2.4 The Park Operator agrees to provide the necessary training for their staff used for their duties outlined in Appendix A. 2.5 Either party to this agreement, with cause, or 60 (sixty) days written notification to the can terminate this agreement without penalty. 2.6 The proponent will be required to sign a Hold HARMLESS AGREEMENT protecting the Municipality of West Elgin and its employees from loss, whatsoever, in connection with the Contract. 2.7 An Interview process may be conducted to fully understand the RFP submitted by the Proponent. 3.0 BIDDING CONDITIONS: 3.1 Tender Opening and Closing: All Tenders must be received on or before Wednesday February 10, 2016 at 2:00 p.m. In order for a tender to be received, it must be delivered by courier, in hand or by postal service and received by an authorized representative of the Municipality at the indicated address and clearly marked as to contents: Tenders will be opened on February 10, 2016 at 2:00 p.m. 3.2 Address and information: Tenders should be submitted to: ATTN: Chief Administrative Officer/Clerk Municipality of West Elgin 22413 Hoskins Line, Box 490 Rodney, On NOL 2C0 Telephone# 519-785-0560 Fax# 519-785-0644 4.0 AWARD OF CONTRACT: 4.1 The Municipality shall notify the winning Proponent in writing as soon as possible. 4.2 The lowest or any proposal does not have to be accepted by the municipality. 4.3 Without limiting clause 4.2 above,the municipality may refuse to award a tender where, in its sole discretion,the Proponent is not able to demonstrate in terms of experience or evidence of its ability. 5.0 FORM OF PROPOSAL BIDS: The Options for bids may be in the following or any combination of: 1. Percentage of the Transit Camping Fees Collected(in the past a% of Transit Camping Fees was kept by the Park Operator to compensate for the collection of fees and maintaining Park Office as outlined in Appendix A). 2. Proceeds of Food Booth Sales (in the past have been retained by the Park Operator for compensation of additional duties outlined in Appendix A). 3. Rental Fee for the Food Booth. 4, Annual Flat Fee for Duties required in Appendix A. The Request For Proposal Form to be completed is attached as Appendix B. TENDER PACKAGE: The Tender package is available; 1. Online at The Municipal website, www.Westelgin.net 2. Package can also be picked up at the Municipal Office. APPENDIX A Job Duties of Park Operator I. The park and all facilities shall be made ready for the first weekend of May of each year and maintained throughout the season. 2. In general, the Park Operator duties are: - a. Provide the services of a refreshment booth; b. Register(transit) campers, collect fees and assign lots (up to approximately 16 sites available for overnight camping); c. Inspect the washrooms at regular intervals (daily) and keep clean and tidy at all times; d. Maintain records of the pavilion, scout hall and picnic shelter reservations and ensure these buildings are kept clean and tidy. 3. During the period from July 1"to Labour weekend,the services of all park facilities shall be made available to the public each day from 12:00 p.m. to 9:00 p.m., and a responsible person be on duty at the park daily. 4. During the period of May, June and Labour Day weekend to October 31,the services of all park facilities shall be made available to the public: a. Monday to Thursday from 5:00 p.m. to 8:00 p.m. daily; b. Friday to Sunday from 12:00 p.m. to 8:00 p.m. daily; c. A responsible person shall be on duty at the park during these periods. 5. The park Operator shall submit monies collected with back-up documentation to the municipal office the Monday (or Tuesday if Monday is a holiday) of each week. 6. The park Operator is responsible for stocking and operating the refreshment booth. In the past profits realized were considered remuneration for this responsibility, unless repairs are as a result of the negligence of the Park Operator. Types of stock and the extension of hours for special events shall be made available according to demand. 7. The Municipality will be responsible for maintaining the refreshment booth building and the existing equipment. 8. The park Operator is responsible is the additional equipment is required by the operator. 9. The booth shall be kept clean at all time and to be closed for the season on October 31 of each year. 10. The park Operator shall assist in the control of proper behaviour within the park. Any excessive swearing, drinking, noise or speeding which the Park Operator cannot control shall be reported to the Park Manager or the OPP if necessary. 11.For these services are to be part of the Request For Proposal Submissions. APPENDIX B Municipality of West Elgin Request for Proposal Form 1, Percentage of Transit Site Fees (overnight Camping) % 2. Proceeds from sales from the Food Booth—kept by the Park Operator. 3. Rental Fee for the Food Booth. 4. Annual Flat Fee for Duties required in Appendix A 5. Other Proposal for Operations: Proponent's Name Address: Telephone # (1) Telephone# (2) E-mail Signature of Proponent Signature of 2nd Proponent ' y YPVNe �r1 4. IP Q =�u M 7` rase `' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley DATE: March 10, 2016 SUBJECT: 2016 Budget Schedule - Revised RECOMMENDATION: THAT Council accept the revised 2016 Budget Schedule as outlined this report dated March 10, 2016. INTRODUCTION: The 2016 budget is an important element for the Council of Municipality of West Elgin to provide direction of the operations from both long term capital (Asset Management Plan) and on-going operation, maintenance and administration. With the changing of staff, 1 would like to delay the first budget meeting until March 31, 2016. DISCUSSION: The following "Revised" schedule for 2016 Budget is proposed: Timeline Tasks January 98th- March 11 Department Prepare Budgets February 25 Regular Council Meeting —Port Glasgow Trailer Park Budget Presented MWrc_h_1_4_ffi to March 18 1h Review & Summary by Treasury March 21& -March 29 Preparation of Draft Budget for Council i March 31 g Special Meeting of Council to review the following • Summary of Proposed Budget • Proposed Rare Increased Budget • Capital Budget • Asset Management April 7 Regular Meeting of Council to review 2016 Budget for Operation, Maintenance and Administration: • 9:00 AM Road Department • 11:00AM Recreation Department • 1:30PM Water Department • 3:OOPM Administration April 14th Public Meeting to Consider the Final Draft of the 2016 Budget( at Regular Council Meeting ) April 28th Regular Council Meeting adoption of the 2016 Budget and Rate By-Law. Respectfully Submitted, Cott, Gawley, C C CAO/Clerk/Treasur C 42 V .b PYNp �(l q H a h `t\Q The Municipality of West Elgin TO: COMMITTEE OF ADJUSTMENT, MUNICIPALITY OF WEST ELGIN FROM: HEATHER JAMES, MCIP, RPP, PLANNER DATE: MARCH 10, 2016 SUBJECT: MINOR VARIANCE APPLICATION FOR PREMIER QUALITY GENETICS INC. CIO JACOB SIMPSON, 26360 DYMOCK LINE RECOMMENDATION: THAT Committee of Adjustment for the Municipality of West Elgin APPROVE Minor Variance File No. MVO 1/16, subject to the conditions on the attached Decision Sheet. REASONS FOR AND NATURE OF THE APPLICATION; A Minor Variance application was submitted by Premier Quality Genetics c/o Jacob Simpson. The subject lands are situated on the north and south side of Dymock Line, within the geographic Township of Aldborough, being North Part of Lot Y, Concession B Eastern Division. The subject lands comprise of two parcels divided by Dymock Line, with a total area of 43.3 ha (107.0 ac.) and a frontage of 300.0 m (984.25 ft.) for each parcel. The owners and applicant are requesting a Minor Variance to Section 5.2.1 Livestock Buildings, Structures and Manure Storage Facilities — Minimum Distance Separation of the Municipality of West Elgin Zoning By-law No. 2015-36 for a reduction in the recommended Minimum Distance Separation II setback of 378.0 m (1,240.16 ft.) to 301.0 m (987.53 ft.) to a residential lot located at 26530 Dymock Line to permit the expansion of an existing livestock facility for an existing hog operation. The property is designated Agricultural as shown on Schedule 'E' Rural Area Land Use & Transportation Plan with a portion of the property subject to Woodlands as shown on Schedule 'B' Map 2 Natural Heritage Features in the Municipality of West Elgin Official Plan and is zoned General Agricultural (Al) in the Municipality of West Elgin Comprehensive Zoning By-law 2015-36. The parcels are occupied by a single unit dwelling, detached garage, accessory building (shed), livestock facility, two liquid manure storage facilities and silage storage and is used for agricultural uses. The subject lands have access to Dymock Line, an open, year-round maintained municipal road (up to the driveway). Agricultural and non-farm residential uses surround the property. Location of the subject lands are shown on the attached Schedule "A" map. APPLICATION CIRCULATION: The application was circulated to the applicable public agencies for comment and to all neighbouring property owners within 60 metres of the properties. Lower Thames Valley Conservation Authority submitted the following comments: After reviewing our files and mapping, staff determined that the entire property in question is subject to the Authority's Development and Alteration to Watercourses portion of the regulations. The issue of concem in this area is Thames River, its associated flood plan and erosion. An application from this office is required prior to any works/construction taking place within the regulated area. The lands are subject to flooding under regulatory stone conditions. Any proposed structure(s) will be required to be flood proofed to a minimum elevation for the lowest openings into the structure. Setbacks from the Thames River and outside of the flood plain will be required to any proposed structure/addition.' Comment: The applicant has received a copy of the comments. No comments were submitted from neighbouring property owners. SUMMARYICONCLUSION: Section 45(l) of the Planning Act gives the authority of granting minor relief from the provisions of the Zoning By-law to the Committee of Adjustment. Such relief can only be granted if the Minor Variance passes four tests. If the Committee is not satisfied on all four tests, then the Minor Variance cannot be approved. The application has been assessed for appropriateness with regard to existing policy and the impact of the proposal on the surrounding land uses. The application maintains the intent and purpose of the Official Plan and Zoning By- law and is not expected to have an impact on surrounding property owners, the environment, or municipal functions. I am of the opinion that the application satisfies the four tests, constitutes good land use planning, and should be approved. DISCUSSION: Provincial Policy Statement Under Section 3(5) of the Planning Act, the Municipality "shall be consistent with" matters of provincial interest as set out in the Provincial Policy Statements (PPS). New land uses, including the creation of lots and new or expanding livestock facilities shall comply with the minimum distance separation formulae. Comment: The intent of the Minimum Distance Separation (MDS) Formula, created by OMAFRA is to provide a recommended separation distance between livestock facilities and non-farm residential uses for such potential nuisances as smell, noise and dust. MDS setbacks are based on information from the affected farm in terms of current size of facility and proposed size of expansion, type of livestock and type of manure storage and neighbouring non-farm uses and non- farm lots. MDS is a guideline that can be varied based on site-specific circumstances. The recommended MDS II setback for the proposed livestock facility expansion to a neighbouring residential lot is 378.0 m (1,240.16 ft.)); the owners are proposing a setback of 301.0 m (987.53 ft.). The reduction in the recommended MDS II is appropriate as it still provides an adequate setback to mitigate potentially negative nuisances. Upon review of the applicable PPS policies, the application is consistent with the PPS. County of Elgin Official Plan The subject lands are designated Agricultural Area on Schedule `A' Land Use with a portion subject to Woodlands on Appendix #1 Natural Heritage Features and Areas of the County of Elgin Official Plan. Section C2.10 b) Compatibility of Agricultural Uses with Other Land Uses states new and/or expanded livestock facilities shall be set back from existing non- agricultural uses in accordance with the minimum distance separation two formula, as amended. Development and site alteration is not permitted in the Woodlands unless an Environmental Impact Statement has been completed, demonstrating there will be no negative impact to the natural heritage features. Comment: The recommended MDS 11 setback cannot not be met as a result of this proposed Minor Variance application; however, the proposed setback will provide an adequate buffer distance from farm nuisances (i.e. odor, noise, dust) to the residential lot. No development is proposed in the Woodlands area. Upon review of the applicable County Official Plan policies, the application conforms to the County of Elgin Official Plan. Four Tests of the Minor Variance 9. Does the variance maintain the intent and purpose of the Municipality of West Elgin Official Plan? Yes. The subject lands are designated Agricultural and livestock facilities are permitted. Section 6.2.6 Livestock Operations states the establishment of new livestock operations and the expansion of existing livestock operations shall be subject to the following criteria: a) the requirements of the Nutrient Management Act and its regulations, b) compliance with the Minimum Distance Separation Formula (MDS 11), and c) compliance with the Zoning By-law. With the exception of the reduced MDS 11 setback, the application does not contravene the Municipality of West Elgin Official Plan policies. 2 Does the variance maintain the intent and purpose of the Municipality of West Elgin Comprehensive Zoning By-law 2015-36? Yes. Livestock facilities are permitted in the General Agricultural (Al) zone. With the exception of Section 5.2.1 Livestock Buildings, Structures and Manure Storage Facilities— Minimum Distance Separation, the application complies with all remaining General Agricultural (Al) zone provisions. 3. Is the variance requested desirable for the appropriate and orderly development and use of the lands and buildings? Yes. The variance will enable the owners to expand an existing livestock facility, in accordance with the Official Plan policies and Zoning By-law provisions. The reduced MDS II setback to a neighbouring residential lot will still provide an adequate buffering distance between an agricultural and non-agricultural use. The variance will not impede the function of the lot. 4. Is the variance minor in nature? Yes. The meaning of `minor' is not based on a specific number, where a difference of a number of metres or feet determines whether or not the development is acceptable. It is more appropriate to base this test on the degree of potential impact on neighbouring property owners; the environment; and the municipal, County, or provincial functions. The impact from the proposed variance is negligible with respect to the neighbouring property owners, the environment and municipal functions. Respectfully Submitted, Reviewed by: Heather James, MCIP, RPP Scott Gawley, P.A., C.G.A. Planner Administrator/Clerk i To;- Municipality of West Elgin Council TOPIC :- Revitalization of Ailing Business in Downtown Rodney Suggestions:- 1.. Anyone buying a vacant store/business and re-establishing a business in that building would be eligible for 6 months free taxes. And/Or 2. Any existing private business would become eligible for 6 months free taxes through a lottery, where one business would be selected through a draw every 6 months. Thank you for your consideration. `°,-�..,, x t�...t1Pci� �• SMt'TF•t W�151�Z�.0-T1��; :YoL C*RaAI-rcee A or F'1-arR1:G f 42 SfJa2 iS -- JWCL6& Akb 7� ! /f f II t To;- Municipality of West Elgin Council TOPIC :- Revitalization of Ailing Business in Downtown Rodney Suggestions:- - 1. Anyone buying a vacant store/business and re-establishing a business in that building would be eligible for 6 months free taxes. And/Or 2. Any existing private business would become eligible for 6 months free taxes through a lottery, where one business would be selected through a draw every 6 months. Thank you for your consideration. Q� 0 1 41 c ���►�,�s .tee� � — G�.:�� �. ����7u,�� i To;-Municipality of Nest Elgin Council TOPIC :- Revitalization of Ailing Business in Downtown Rodney Suggestions:- 1. Anyone buying a vacant store/business and re-establishing a business in that building would be eligible for 6 months free taxes. And/or 2. Any existing private business would become eligible for 6 months free taxes through a lottery, where one business would be selected through a draw every 6 months. Thank you for your consideration. 12-e r 0. "00 ` '� To;- Municipality of West Elgin Council TOPIC :- Revitalization of Ailing Business in Downtown Rodney Suggestions:- - 1. Anyone buying a vacant storelbusiness and re-establishing a business in that building would be eligible for 6 months free taxes. And/Or 2. Any existing private business would become eligible for 6 months free taxes through a lottery, where one business would be selected through a draw every 6 months. Thank you for your consideration. v ' �1tL[�A� �• � M 1�K �o�1S"�tLGT�a� 67RM-rao, AOr rl-FE -rR rc. r � `S nub P�e�`A y � r �r RODNEY ALDBOROUGH AGRICULTURAL SOCIETY P.O.Box 130 Rodney,Ontario,NOL 2CO www.rodneyfair.ca February 25, 2016 Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Rodney, ON NOL ZCO Dear Members of Council: On behalf of the Rodney Aldborough Agricultural Society I am writing this letter to request the Municipality consider purchasing 20 more tables for the fair board to use at fair time. At this time we currently rent tables from Clachan hall and sill find that we have a shortage during fair time. We are also requesting the Municipality/parks and rec consider purchasing 20 new picnic tables that would be used by Parks and Rec board throughout the Municipality. We would wish to borrow these picnic tables for the fair weekend. Thank you for your consideration. Yours truly Melanie McLeod President c4Lowel f,I,�aifl i7 ®� �ona�rvaEdaeee �nam¢9a� onserva on fior a halanced and healthy watershed. Media Release For Immediate Release February 29, 2016 "Guided Hikes and Tours Offered" Come on out to Longwoods this March Break! Mount Brydges—Looking for something to do with the kids over March Break? Why not 'step into nature'and get some fresh air and exercise at Longwoods Road Conservation Area and the Ska-Nah- Doht Village & Museum! Located just a half hour west of London or an hour east of Chatham, families can enjoy a guided nature hike or a tour of Ska-Nah-Doht Village. On March 14, 15, 16 and 18th, these activities will run concurrently, beginning at 10 a.m. and 1 p.m. sharp. (There will be no guided tours offered on March 97". Cost is$4 per vehicle, coin or credit card at the pay and display machine located at the entrance gatehouse. No need to pre-register! Simply gather at the Resource Centre at one of these times and meet up with an L1VCA staff who will be your guide. Dress for the outdoors as you could be outside for up to 2 (tours. Bring a picnic lunch (no food available onsite)to eat at a picnic table outside or in a cabin beside a cozy, warm woodstove. Please note that children must be supervised by parents or guardians at all times. Children without adult supervision cannot take part in guided hikes or tours. Discover the wonders of nature as spring wakes up along our beautiful woodland and wetland trails, bridges and boardwalks. Imagine what it was like 1,000 years ago to live in a longhouse! See museum artifacts of long ago. The park is open daily from 9 a.m. until sunset and the buildings are open Monday- Friday from 9 a.m. until 4:30 p.m. Longwoods Road Conservation Area and Ska-Nah-Doht Village & Museum are located at 8348 Longwoods Road (Mount Brydges),just 6.5 km west of Delaware or 10 km east of Melbourne. For further information please contact: (519)264-2420 info @ltvca.ca www.ltvca.ca MW RJ A -30- 100 Thames Street, Chatham, ON N7L2Y8 - www.ltvca.ca Phone:519-354-7310 • Fax:519-352-3435 - E-mail:admin @itvca.ca 14 n FAST AND F ROAD F . May 1 5,2016 9am Start r� 163 WEST hS`W� WEST ELGIN liltdRiAti PRIM �3 CHILDREN SVI�`ITH C I .,,E R L L O7Nb. CTIVE Ebb , T'I II f k � Minister Ministre 0116gu6 Responsible for aux Affaires des Seniors Affairs personnes ag6es 61h Floor 6e 6tage 400 University Avenue 400,avenue University Toronto ON WA 2R9 Toronto ON WA 2R9 Ontario Tel.:(416)314-9710 TO.: (416)314-9710 Fax: (416)325-4787 T61ec.:(416)325-4787 March 2016 Dear Mayor, Reeve and Members of Council: I am pleased to invite you to participate in the 2016 Senior of the Year Award. This annual award was established in 1994 to give each municipality in Ontario the opportunity to honour one outstanding local senior, who after the age of 65 has enriched the social, cultural or civic life of his or her community. Pay tribute to a Senior of the Year award recipient and show how seniors are making a difference in your community! Make a nomination for Senior of the Year! Deadline is April 30,2016. A certificate,provided by the Ontario government, is signed by Her Honour the Honourable Elizabeth Dowdeswell, Lieutenant Governor, myself as Minister Responsible for Seniors Affairs, and the local Head of Council. The Government of Ontario is proud to offer this partnership with the municipalities. Seniors have generously offered their time, knowledge, expertise and more to make this province a great place to live. It is important to recognize their valuable contributions. If you have questions, please contact the Ontario Honours and Awards Secretariat: Email: ontariohonoursandawards @ontario.ca Phone: 416 314-7526 Toll-free: 1877-832-8622 TTY: 416 327-2391 Thank you in advance for taking the time to consider putting forward the name of a special senior in your community. Sincerely, The Honourable Mario Sergio Minister i THE TOWNSHIP OF . . E_ . ILL IN SEASON,. EVERY SEASON 7 Mine Street, P.O. Hox 359, Minden, 'Ontario KOM 2K0 Tel,ophohe: 705-286-1260 Website: www:mindenhilis.ca Email: admin@nindenhills:.ca March 1, 2016 The Honourable Yasir Nag! Minister of Community Safety and Correctional Services 25 Grosvenor Street, 18th Floor Toronto, ON M7A 1Y6 Dear Minister Naqi: Be: Re-quest for Review of the New:OPP Billing Model Council, at its Regular Council meeting held on February 25,, 2015 passed resolution #1,6-95 requesting the Minister of Community Safety and Correctional Services to: • Review and reconsider the new OPP Billing Model; • Reconsider assuming a larger portion of the overall budget for all Ontario Municipalities services by OPP; • Perform an in=depth review of the current expenditures in order to reduce the cost per household. Enclosed is a certified true copy of Resolution #16-95. If you have any questions please contact me at (705) 286-1260 ext. 205 or email dnewhook mindenhills.ca Sincerely, a66'fiol�kt ' Dawn Newhook, Clerk CC: The Honourable Kathleen O. Wynne, Premier of Ontario The Honourable Charles Sousa, Minister of Finance Laurie Scott, MPP Haliburton-Kawartha Lakes-Brock Gary McNamara, AMO President Ontario Municipalities served by the OPP Encl. Administration, CAO, Clerk Finance, Building, Planning &By-Law Fax: 705-286-4917 Fax: 705-286-6005 Rodney Driving Club Sox 201 Rodney ON NOL 2C0 March 4,2016 Mr.Jeff Slater Parks&Recreation Department Jeff, Further to our conversation earlier this week and inasmuch as it has remained empty since July 2019, please consider this letter as a formal request from the Rodney Driving Club to be allowed to use the sand ring at the fairgrounds to exercise our horses. It would be our intention to begin using the sand ring once the frost has disappeared and the grounds are dry and.continue until the ground freezes up again late in the year. Horses would be led to and from the sand ring_ via the track and no horse would be left in the ring unsupervised. I Excess manure and hay would be removed every weekend and the Club would clean the ring and refrain from using it the week prior to the Cactus,Cattle and Cowboys event. Recognizing that horses will be horses and that occasionally a board or two might have to be replaced, If our application is approved a$200 deposit cheque Will be immediately forwarded to the Municipality to cover the cost of potential repairs.if and when this amount is ever used up,the Club upon notification will immediately provide another$2W deposit. Thank you for your consideration. 01" �v2�, Allan Howard Secretary—Rodney Driving Club i G TI-3 Y a t Municipality of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2C0 Attention Mayor and Council Members, March 07,2016 Cactus,Cattle and Cowboys Committee would like to inform council that we will be having a back to back horse show for July 9th and 10th this year and that the attendees for the show will be staying on the grounds overnight with their horses, in which will be contained by portable pens.We will also be having security on the grounds for the nights of July 8th and gin Thank you, Theresa Vandevenne Chairperson for CCC 27074 Aberdeen Line Dutton, Ontario NOL 1J0 (519)762-0112 Hm. (226)373-7464 Cell 10 February 23, 2016 Mr.Kyle Cronk Mr.Jed DeCory 4833 Dexter Line 4499 Springfield Road Sparta,ON Aylmer,ON Email: kyle @cropdusters.ca Email: led @currentssroup.com Mr. Ron Allenson Mr.Frank Leonard S57S1 Lakeshore Line 602 George Street Port Burwell,ON Port Stanley,ON N5L 1H4 Email:aaronallenson70 @email.com Ms.Dominique Giguere 4499 Springfield Road Aylmer,ON Email: dominigue@currentseroup.com RE: Elgin County Shoreline Management Plan Technical Advisory Committee meeting of February 9,2016 As promised at the conclusion of the meeting between yourselves and the Technical Advisory Committee(TAC)for the Elgin County Shoreline Management Plan (ECSMP) on February 9,2016,this letter is our written response to your concerns with the plan that were identified in written and verbal delegations made to the County of Elgin on November 24, 2015,and presentations made at the February 9 meeting. This response is being shared with members of the TAC and all other attendees at the meeting,as identified on the attached list of attendees. We appreciate you taking the time to present your viewpoints to the Committee. What was evident from your presentations was a genuine interest in Lake Erie shoreline erosion and its impacts on the social, economic and environmental well-being of Elgin County and its various communities. This is common ground that you share with all members of the TAC. The presentations made on February 9 included: • A letter from Mr. Frank Lenard,which he read to the Committee; • A letter from Mr. Ron Allensen, not present,which the Committee members read at the outset of the meeting; + A joint presentation from Ms. Dominique Giguere, Mr.Jed DeCory and Mr. Kyle Cronk The joint presentation provided by Ms. Giguere, Mr. DeCory and Mr.Crank was primarily focused on the process of how the shoreline management plan was developed. Specifically,the presentation expressed concerns with the public consultation process;and a resulting lack of confidence in the outcomes including the ECSMP itself. As identified in the attached letter Ms. Giguere, Mr. DeCory and Mr.Crank asked the TAC to consider the following: 1of51Page • The immediate suspension of the Elgin County Shoreline Management Plan as written; • The establishment of a broadly-based and constituted consultation process; • The enlargement of the Technical Advisory Committee to incorporate additional,relevant stakeholders and a greater number of qualified,diverse experts. In their presentation Ms. Giguere, Mr. DeCory and Mr.Crank did not outline specific concerns with the technical aspects of the shoreline management plan as in their own words they are not experts in shoreline erosion. Ms. Giguere stated that at the root of their concerns was the lack of public consultation and that anything else is a symptom of that core concern. The TAC respectfully suggests that the Public consultation process was adequate for the purposes of the plan,which was an update of existing shoreline management plans used by each Conservation Authority as a basis for their shoreline regulations which have been in place since 2006, Public notice was provided through newspaper advertisements and news releases about a series of Open Houses,held at several locations in the County in August 2014.Specifically, Open Houses were held on August 26,2014 at E.M.Warwick Conservation Area;August 27,2014 at Port Stanley Arena;and August 28 at Port Burwell legion. At each Open House both an afternoon session(2—4 p.m.)and evening session (7—9 p.m.)was held. At these Open Houses the consultant described the process,outlined draft recommendations and presented draft mapping. Conservation Authority staff were also on hand to answer questions and invited the public to follow up with any additional questions in the days following each meeting. Written public comments were accepted until September 12, 2014. The final Elgin County Shoreline Management Plan report was released publicly on October 19,2015. There were no changes to the draft recommendations as presented at the Public Open Houses. However,as a result of the feedback from the Public Open Houses,a best management practices section was added to the report. The review process for the adoption of the ECSMP was released with the final report on October 19. In addition to the presentation made directly to the various Conservation Authority Boards of Directors, information presentations were also made to six municipal councils between October 19 and November 19, 2015. The development of the ECSMP was initiated through joint discussions among the Conservation Authorities on how to update existing shoreline management plans and apply consistent policies within the County of Elgin. As municipalities and conservation authorities have legislated responsibilities for avoiding development in areas of natural hazard, including Great Lakes Shoreline,the merits of undertaking a joint study were presented to the County of Elgin and subsequently to the six shoreline municipalities in 2013.All participants were asked at that time to name a representative to the Technical Advisory Committee and to provide input into the Terms of Reference. While your concerns regarding the adequacy of the public consultation process are appreciated,the TAC does not believe it is warranted to effectively scrap the product and begin the process anew. From a practical standpoint,the most significant change resulting from the adoption of the ECSMP by the conservation authorities is that the updated 100-year erosion limit for regulation of new development 2of51Page has moved further north, as did the actual shoreline since the previous study. Your properties were already within the regulated area and remain so. . There is a legitimate concern regarding some of the recommendations of the ECSMP, in particular one which speaks to the prohibition of revetments. There are a number of additional recommendations included in the ECSMP as a result of the collaborative efforts between the conservation authorities,the County of Elgin and its shoreline municipalities. These agencies will now proceed to evaluate these recommendations and decide how or if to implement each one. At the County level,the policies would inform their Official Plan and could result in modifications to policy at the five year review. While public consultation will not influence the establishment of technical results such as the location of the regulatory hazard limits(these are prescribed in the Development,Interference with Wetlands and Alterations to Shorelines and Watercourses Regulations.),there is a role for the public and landowners to inform the process and developments moving forward. Some examples include: I. Policy Development The ECSMP is not a policy document.The ECSMP was commissioned by the collaborative for an expert analysis of where the hazard line should be based on all available current data. Asa technical document,the purpose of the plan is to inform decision makers on new development applications. One of the main objectives of the Shoreline Management Plan was to build consistency in policy across the County.The TAC is open to further consultations with landowners on a consistent approach to the Plan's implementation including policy development. 2. Best Management Practices Section 4.4 of the ECSMP plan provides a summary of information on existing land use activities that exacerbate coastal hazards and alternative best management approaches.Stakeholders are encouraged to use this information as a guide only,and seek out professional guidance and site specific information to address local concerns. Landowners are encouraged and indeed the TAC would welcome further discussion on ideas or presentations on pilot projects that could be explored or considered along the shoreline. In his correspondence, Mr. Lenard spoke of his life's work sandbagging his property. Members of the TAC are familiar with Mr. Lenard's methodology. His efforts and enthusiasm to consider alternatives is acknowledged. Mr.Allensen's passion for the stewardship of his land is also duly recognized. The ECSMP does not recommend retreating from stewardship efforts along the shoreline. Rather, it promotes natural/native vegetation along bluff crests and on the slope. Again,further discussions on stewardship efforts similar to those described by Mr.Allensen are welcomed by the Committee. 3of51 Page i In conclusion,the presentations provided on February 9,2016 did not include any specifics on the actual or perceived failings of the technical components of the ECSMP. As the TAC and the conservation authorities move forward into the implementation phase of the ECSMP it will be important for landowners to avail themselves of the opportunities to provide input into the policy development. To this end,we are open to receiving more communication from you in the future that clearly outlines your specific concerns with the components of the plan as written and your ideas and suggestions for moving ahead with the implementation of the ECSMP. Sincerely, The Technical Advisory Committee for the Elgin County Shoreline Management Plan 4of51Page i Appendix Members of the TAC in attendance were: Murici ahty/Organi_zatior3. lyame ,. Central Elgin Jim McCoomb _ Central Elgin(Alternate re ) Don Leitch Dutton Dunwich/Southwold Brent Clutterbuck Dutton Dunwich/Southwold/West Elgin HeatherJames Elgin County Steve Evans Elgin County{Alternate re ) Clayton Watters Catfish Creek Conservation Authority Tony Difazio Long Point Region Conservation Authority Lorrie Minshall Kettle Creek Conservation Authority Joe Gordon MNRF Ron Drabick Additional observers in attendance included: Elizabeth VanHooren/General Manager, Kettle Creek Conservation Authority Don Pearson/General Manager, Lower Thames Valley Conservation Authority Kim Smale/General Manager Catfish Creek Conservation Authority Isabel Cronk, landowner David Harding, landowner 5of5 Page i Municipality of West Elgin 22413 Hoskins Line Rodney, On NOL 2CO Mar. 10, 2016 Attention: Mayor and Council Members On Saturday, July 9,2016, Cactus, Cattle and Cowboys will host their event with a Horse Parade that will be held in Rodney,and we are asking for the following road closure. The Parade will start at 12:00 and should last until 1:00pm. Please note that this year we are holding a Car and Truck Show on Sunday,July 10 from gam to 3pm. The PARADE ROUTE is: STARTING AT; Gate on east side of Recreation Centre Turn right and head west onto Queens Line Turn left onto Funuval Road and head south Turn right on Victoria St to Rodney Legion Turn around at Legion parking lot and head back to Furnival Road Turn left onto Furnival Road and head north Turn right onto Queens Line heading east Turn left at Gate heading north into Rodney Fairgrounds (map enclosed) I have also sent a letter to Clayton Natters,at the County Building. I am also contacting our Roads Dept; Rodney Fire Dept.(who will be serving Breakfast at the Rodney Recreation Centre): West Lome Fire Dept.; Dutton/Dunwich Fire Dept.; Parks and Recreation and the OPP. Your approval is greatly appreciated. Thank you. Respectfully, l kf- Mary Bodnar Committee member 519-785-0937 4g. �TtS k, Fri,,_.."-, �I. 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I r } 5f ln{y I5a 5i1 x k.0 iJ� L s i 1F.f-7c��c.ry i u y j.R __' �� L '�r +, LuO�'a A �trll rE�iil2fl F149 '1�'Y Yi✓ 's Y E,r, t '1 F r [5rt t i �`!2 _ f a isSYh `a,� `7-`h -,fj - Jt _ 4 1 7 1.[4S r eye 3 x ti & cE sf27� s ^ rr� f aii:,a s 1 ✓} 4 n; .. ,,I.� -.s.,. +,..-1. .. `r„_,:: .....'.. _r. �.e-`' „? ,% ,`:M�.. ?�`7.. .r: , "yC�...`r..,'�} }. -_,I r!S Y i,� a, b t � f 2 Kai.Roundbrip i _ Fu"aj Rd '---y �f[#WAY z: 3 - tk Cactm., s COW6"s Tarade Route - Starts at- Noon Saturday ; July 9, 2016 s EST. 1967 Municipality of West Elgin 22413 Hoskins Line, _ Rodney, ON NOL 2C0 Attn: West Elgin Mayor and Council Dear Council, The Eagle Community Centre (ECC) is applying for a Capital Grant through the Ontario Trillium Foundation. A letter from the Municipality stating your support of this project would assist us in submitting a successful grant application. The ECC is in need of extensive foundation, brickwork and chimney repairs. We would also like to install air conditioning to increase rental usage in the summer months. These improvements to the Centre will ensure that it will be utilized and the structure stays sound and in excellent condition. Over the last 50 years, the ECC has been an important community hub, bringing people together for parties, dances, senior and youth activities, education and health promotion. We have an invested interest in our community centre and want to keep it strong and viable for years to come. The property is always well maintained adding to community appeal and improving community life. The ECC is currently able to maintain day to day casts with current halls rentals and fundraising activities. Our board of directors who are members of the Centre realize their responsibility and take their roles seriously to ensure the best decisions are made. Our diversity, location, size, accessibility and uniqueness draw individuals to our facility. Our membership of 159 in 2015 (largest member base since 1967) suggests that the ECC is important to those in our community and in turn they share with others the value of our local resource. Our impact is vast. We are a place of fellowship. We connect with local businesses. We share our resources. We enrich people's lives. We keep the historical heritage of the centre flourishing. We care. Your letter of support will enhance our application. We thank you. Sincerely, Janet Given President-- Eagle Community Centre email: ea leccentre mail.com 519-768-2698 mailing address: c/o Janet Given 9826 Graham Road, West Lorne, ON NOL 2P0 Cactus, Cattle Cowboys Monthly Meeting 2015-2016 January 14, 2016 en : Theresa Vandevenne, Sarah Bechard, Kelsie Zoller, Eric Dye, Jerry Vandevenne, Wayne Vandevenne, Mary Bodnar, Briley Knight, Connie Edwards, Gwen Barrett Meeting called to order at 7:O0pm by Theresa Vandevenne. Introductions Chair—Theresa Vandevenne Vice Chair—Connie Edwards Secretary—Sarah Bechard Treasurer—Mary Bodnar Treasurer's RgRort Report presented by Mary—the 2016 CCC event budget request of$9,000.00 has been submitted to council for approval. Committees Vendors—Theresa—Has placed Kijiji ads looking for vendors. Will need assistance the day of the event to organize vendors. Website—Needs to be updated with 2016 event information. The CCC Outlook email account will be removed from service, and continue using the gmail account. Children's Activities—Sarah—Has contacted Par-T Perfect(same group used last year) for pricing and tentative booking pending similar pricing to previous year. Breed Displays and Demos—Kelsie& Eric—Continuing with breed displays for 2016. Will need to find breeders/owners. Theresa to make contact with Alvinston and private.owners for gates. Sponsorship & Signs—Briley—New sponsors $50 per sign,renewing sponsors $25 per sign. To contact list of sponsors from previous years for renewal. New signs available from The Sign Guy. Signs are stored at Yvonne Brooks' and must be picked up. Advertising—Connie Radio Stations Chatham - $36/ad x 10 ads= $406.80 (has doubled in cost from 2015) BX93 - $80/ad x 20 ads (10 free)= $904 (last year$500) St Thomas—30 ads(10 free)= $678 Connie to contact stations and find out why the rates have increased so much since Iast year The Chronicle 1/4 page ad, business card ad, and thank you= $406.80 The Rider 1/10 page ad x 3 = $525.45 Ridgetown Independent 1/4 page ad $147.94; %z page ad $334 Flyers (Sign Guy) 500 Flyers= $110 St Thomas Times Journal 1/8 page ad= $250.59 ** To Be Omitted from Advertising Elgin County Market 1/8 page ad= $197.75 ** To Be Omitted from Advertising Lake Erie Beacon 1/2 page ad=$412.45; %2 page ad=$180; 1/8 page ad=$225; Business card ad=$175; Business card in directory=$70; Inside square ad= $282 107.3FM Tillsonburg offers free advertising for not for profit groups—Connie to look into. Fundraising—Spaghetti Dinner—Saturday February 20' Spaghetti Dinner&Pie Auction, February 20', 5-7pm, Rodney Legion, $8 adults, $4 4-12 years Rob & Sue McWilliam auctioning pies. Pies donated by Tall Tales(5 pies)and Tasty Sweets (3 pies). Tim Horton's Dutton has donated 2 cases each of water, orange juice and apple juice. Tim Horton's West Lorne has donated coffee and condiments for 100 people. Costs: Rodney Legion $282.50 allows access to hall,kitchen,plates, cutlery, etc Tasty Sweets $230.00 ceasar salad& garlic bread(based on 100 servings) Ricco Foods $174.85 pasta, sauce Tickets $110.00 200 quantity Motion to rent the Legion at a cost of$282.50 by Connie, seconded by Eric, all in favour. Motion to purchase 150 tickets for dinner by Jerry, seconded by Connie, all in favour. Motion to purchase food items from Tasty Sweets and Ricco Foods by Kelsie, seconded by Briley, all in favour. Estimated cost of dinner=$812.00 Committee members to supply crock pots for sauces.All members to look for donations from local businesses. Theresa will contact members when tickets are available. New Business Expanding CCC to a 2 day Event Expanding CCC to a 2 day event with a Car and Truck show on Sunday from 9am—3pm, charging $7 per vehicle,keeping admission free to the public. Including a swap meet with different vendors from Saturday—giving Saturday's vendors an option to stay for Sunday as well. Food vendors will also have the option to be there for a second day. Host a 50150 draw.No additional advertising cost required—will include advertising for the car show on the same event flyer. Motion to expand event by Eric, seconded by Wayne, all in favour. Midwest Horse Midwest Hose Society Shows has asked to return for the 2016 CCC event and add it to their schedule of sanctioned events. Requires a$500 prize pool from CCC. Will encourage their members to participate in the High Noon Parade. Motion to include Midwest in the 2016 CCC event with a prize pool of$500 by Jerry, seconded by Kelsie, all in favour. Breakfast CCC 2016 The Saturday Breakfast will be put on by the Rodney Fire Department. They have asked to not be responsible for free breakfasts to be supplied to CCC members in order to keep their costs down. Breakfast to be held from Sam until noon. Motion to allow the Rodney Fire Department to put on the breakfast by Mary, seconded by Briley, all in favour. Greenhorn Ride Dianne Slaats may not be available this year, however she is looking for someone who would do the ride in her place. Trail Ride Theresa to contact Mel Gowan for 2016 ride. Beer Tent Will be removed from the 2016 event due to poor event in 2015, Flyers Connie to finish layout and send out to all CCC members for approval. Motion to print 1000 copies of flyer by Sarah, seconded by Eric, all in favour. Next Meeting: Thursday, February 18`t', 7pm at Tasty Sweets Meeting adjourned by Jerry at 9:05pm, seconded by Wayne, all in favour.